Statutory Time Off Policy

Policy Statement

{{org_field_name}}’s policy is to grant reasonable requests for time off, in addition to holidays, sickness absence, maternity leave, paternity leave, adoption leave, parental and shared parental leave, subject to the operational needs of {{org_field_name}}. {{org_field_name}} will comply fully with legal requirements in respect of statutory time off work.

Procedure

Statutory time off

Trade union duties or training: officials of independent trade unions recognised by {{org_field_name}} (ie _________) have the right (along with accredited union learning representatives) to take reasonable paid time off work to attend to appropriate industrial relations duties and to undergo training for those duties.
Trade union activities: members of independent trade unions recognised by {{org_field_name}} (ie _________) are entitled to take reasonable unpaid time off work to take part in the activities of their union.
Safety representatives: accredited safety representatives have the right to take paid time off as necessary to carry out their duties and to undergo training, as have other elected representatives where there is no trade union representation.
Elected employee representatives: employees who are elected by their colleagues to take part in the consultation process in a collective redundancy or business transfer situation, or who are elected as information and consultation representatives, are entitled to paid time off work to carry out their duties and to undergo training. (This right also extends to candidates in such elections.)
Public duties: employees who hold certain public offices are entitled to a reasonable amount of unpaid time off work to fulfill their duties.
To seek work or arrange training: employees with two years’ service who are under notice of redundancy are entitled to reasonable paid time off to seek new work or arrange training.
Antenatal care: all pregnant employees may take time off work with pay for antenatal care. Employees whose partners are pregnant are also entitled to time off work (unpaid) to accompany the pregnant woman to an antenatal appointment.
Adoption appointments: all employees who are adopting may take time off to attend adoption appointments made at the request of the adoption agency. In the case of a single adoption, the employee is entitled to paid leave. If it is a joint adoption, one parent is entitled to paid leave and the other parent is entitled to unpaid leave. If the employee is electing to take paid leave then they must provide a signed declaration to that effect.
Pension scheme trustees: occupational pension scheme trustees are entitled to take reasonable paid time off work to carry out their duties and to undergo training.
To study or train: employees aged 16 or 17 who have not achieved A–C grades in five GCSEs are entitled to reasonable paid time off work during working hours to undertake study or training that will lead to a qualification that will improve their future employment prospects.
In addition, for employers of 250 people or more, every employee with at least 26 weeks’ continuous service has a statutory right to request time off to train. Employees do not have to use the right for every training request, and can continue to use any existing system for making training requests. Under the “time to train” right, employees can request: training leading to a qualification; training to help them develop skills relevant to their job, workplace or business.
There is no time limit for the length of time that the study or training may take. The most important requirement is that the training will help improve business performance and employee effectiveness in that workplace.
To deal with an emergency involving a dependant: employees are entitled to take a reasonable period of unpaid time off work to deal with an unexpected or sudden emergency involving a dependant.
By exception, no notice may be possible in some emergencies. Employees are expected to follow normal notification procedures thereafter.
Disciplinary or grievance hearings: workers are entitled to take reasonable paid time off work if asked to accompany a colleague to a formal disciplinary or grievance hearing and to confer with the worker before and after the hearing.

Applying for leave

Requests for time off work (other than that required to deal with an emergency involving a dependant) should be made in writing on the appropriate form at the earliest reasonable opportunity and passed to the manager. The expected period of absence and full details of the purpose for which time off is required must be specified. Where available, supporting documentary evidence should be supplied.
The manager must consider the request having regard to the individual’s eligibility, the relevance of the request and the needs of {{org_field_name}}.
A copy of the form, marked “approved” or “not approved” and signed by the manager should be returned to the employee.
{{org_field_name}} will retain one copy of the form to update their absence records, for statistical purposes and to effect any necessary pay adjustments.
In the event of an employee disputing management’s decision, {{org_field_name}}’s formal grievance procedure should be used.

Jury service

The notification document from the court must be produced when making the request for time off work for jury service.
Employees should claim from the court the maximum amount to which they are entitled in respect of loss of earnings, as this will be deducted from an employee’s pay in respect of the period of absence due to jury service.
If employees report for jury service but are not called upon to serve on any particular day, they are expected to attend work on that day if it is reasonably practicable to do so in the time available.
{{org_field_name}} will retain a copy of the absence request form and make arrangements for pay adjustments if necessary.
Where employees are called upon to give evidence as a witness in court they should produce supporting documentation when the absence request form is completed.

Special leave

Time off may be granted at the organisation’s discretion for special leave which covers:
a. Territorial Army training
b. study leave
c. medical appointments
d. religious holidays.
Special leave is subject to the relevant policy, rules and procedures elsewhere in the document.

Responsible Person: {{org_field_registered_manager_first_name}} {{org_field_registered_manager_last_name}}

Reviewed on: {{last_update_date}}

Next Review Date: {{next_review_date}}

WCH299. Statutory Time Off

Statutory Time Off Policy

Policy Statement

Procedure